The Timecard feature allows you to clock in and out employees and stay on top of all employee work hours. It's also synced with the Payroll feature, so timecard entries in Vagaro are included in the Payroll Report.
In this article, we will go over:
You must add an Hourly Rate for your employees on the Payroll Configuration page for the Time Clock icon to appear on the web version of Vagaro. You can access the Payroll Configuration page from the Reports menu.
You must set up payroll before you can use the timecard feature. See Payroll Configuration for more information.
Once you set an hourly rate for at least one employee on the Payroll Configuration page. Log out of Vagaro.com and log back in, then the time clock icon will appear at the top of the screen. You'll click this icon to scan and swipe time cards to clock in and out employees.
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Hover over Settings, then Employees, and then click Employee Profiles.
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Find an employee, then click Profile.
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Click the Password & Security tab.
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Place your cursor inside the Employee Card ID box, then swipe or scan the employee's timecard. The ID will automatically display. See Vagaro Online Store for more on how to order timecards.
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Click Save.
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To clock the employee in, click the Clock icon at the top of the screen.
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Swipe or scan the employee's card.
Note
You can also scan a QR code on the Vagaro Pro app to clock in.
To find the QR code, click More, then select your profile (your name and profile picture)
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Select a role (if applicable), add an optional comment, and then click Clock In.
You do not need to select a role if you have not configured multiple hourly pay rates.
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To clock the employee out, click the Clock icon at the top of the screen.
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Swipe or scan the employee's card.
Note
You can also scan a QR code on the Vagaro Pro app to clock out.
To find the QR code, click More, then select your profile (your name and profile picture)
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Click Clock Out
The employee can add a comment before they click Clock Out.
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Navigate to → → .
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Tap the Filter icon.
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Configure filter and search criteria, then tap Run Report.
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Employee: select the employees you want to include in the report. This narrows the report to the time card entries of these service providers. Click Select All to include all employees in the report.
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Role: select the role chosen by the employee when clocking in.
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Toggle Show Only Missing Entry on to only include missing timecard entries in the report.
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Toggle Include Past Employees on to include entries of past employees in the report.
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Sort By: Entry date or Emploee.
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You can change the date range by tapping Date Range.
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Tap timecard entires to edit or delete them.
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Tap the More (3 vertical dots) menu to Print or Export the timecard report.
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Hover over Reports, then select Time Card
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Configure search and filter criteria:
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Under Date Range, select the dates you prefer. This allows you to see entries submitted within the period you chose.
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Under Employee, select the employees you want to include in the report. This narrows the report to the time card entries of these service providers. Click Select All to include all employees in the report.
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Under Role, select the role chosen by the employee when clocking in.
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Select Show Only Missing Entry to only include missing timecard entries in the report.
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Click Advanced Filters to include entries of past employees in the report.
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When you've configured your filters, click Run Report.
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The timecard report displays the following:
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The Action (3 vertical dots) menu allows you to edit and delete timecard entries
Click the Action drop-down menu to Edit or Delete an timecard entry.
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The date the timecard was entered (Entry Date)
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The position that the employee clocked in for (Role)
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The name of the employee (Employee)
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The clock-in and clock-out times (Clock-In Time and Clock-Out Time)
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The number of hours the employee worked (Total Hours)
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Comments that were added to the entry (Comments)
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The individual who last edited the entry (Edited By)
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Click Export to export the report to Excel or PDF. Click Print to get a paper copy.
Comments
42 comments
Why is a card required to use the time clock feature, If the person is already logged in, isn't that sufficient to allow them to clock in.... We don't have a scanner or card reader, but would like to use this feature..... aalternately, have them enter their password, rather than have another number assigned to them....
We require a card to be scanned in to prevent employees from clocking in/out from outside the business to pad their hours.
Are you saying that we also have to purchase a card reader from you? I would prefer to just click on "Clock In." My only employee is my 16 year old daughter so... she's just the shop admin.
Also, I use SQUARE for taking credit cards. Are you planning on adapting any time in the near future?
Thanks.
The reason we need the employe to swipe or scan a card is so that we know that they are physically at the business when the clock-in happened otherwise they can clock in from home. We cannot support square because square does not offer integration for other software to connect to their merchant account.
I have a barcode scanner (not a credit card scanner). I read somewhere that instead of using Vagaro Clock in cards, that employees can scan their drivers license. This seems to work with my barcode scanner, as it inputs a serial number in the employee profile, but does not work when trying to clock in. Am I wrong in assuming this should work?
That's correct, the barcode scanner was not setup to work with people's driver's license. Every state has their own system for doing this, that's why we have clock-in / clock-out cards which will work with Vagaro.
Wouldn't it be better if you let the businesses choose whether or not they would like to use a swiping system or not. I would love to use the time clock on here because we are currently using a time clock on another system but we are not going to purchase the card swiping equipment. We would know if our employees were padding their hours since we only have 5 employees who get paid hourly. I understand the original purpose of making cards a requirement but I think it should ultimately be up to the businesses. Thank you!
Sizzor Shak, you can always give them access to the "manage business" -> "reports" -> "Time card" screen and let them add any entry for their time that they want if you feel that you can trust them. This will not be automatic and that will be the choice that you are looking for.
Fred,
Thank you for the suggestion, however that is not the choice I am looking for. I just feel there should be a feature to allow the business to choose for themselves whether or not they need the security of the card swiper or if giving the employee a number to type in instead.
Hey, i do not see a clock icon beside 'log out' on my calendar.
Blackpeony - That means in "Manage Business" --- "Reports" --- "Payroll" --- "Payroll Configuration" you have not entered in their hourly rate. Once you do that the icon will appear.
It really would be nice to be able to use this feature in a way other than the cards or going into time card manually. Although I pay commission in my salon, WA state labor and industries requires that I track employee hours, as you are given a rate to tax on time worked as opposed to income. So at this time I am going in and clocking all my employees in and out myself, in order to do my payroll properly, as it would also be quite costly for me to purchase cards and a reader just for this purpose as I will not be using a merchant account, and I have 2 employees. Truthfully most states must track hours anyway because there are minimum wage and overtime laws you must meet if the commission income does not exceed that amount. Can you even enter hourly of zero just to have it track hours if you did have cards?
Can you please add a function that will allow my employees to punch out and punch in for lunch?
Carissa - That already exists if the employee is setup as hourly and you use the Vagaro clock-in & clock-out cards. They just clock out for lunch and then clock back in afterwards.
I just received my card reader in the mail last week (second one Ive received) and this one isnt reading the employee cards. Please help me with this. Its not a Vagaro Reader that you sent me. Its says IDtech?? It only reads about half of my customers cards as well. I am pretty unhappy with the card readers so far.
Hi Adelle, please contact support at 800.919.0157 Ext 2 and we will talk you through it. Also please note that clocking and clock only work with the USB reader and not from a Mobile device like iphone or android. The mobile reader is not considered a good way to clock in since someone can use it to clock in from home
When I do my weekly reports I am not seeing that payroll is deducted from my totals. Am I missing it? Or is there a way to add that feature as an option to deduct what you are paying an hourly employee that is already using the clock in/out card please?
I see what you are saying, you want to see the payroll factored in the Sales and Performance report. The problem is, we are only giving you gross figures for payroll, not what the taxes are or anything else like your payroll service. So we can possibly add it, but the numbers would not be correct because we don't have a way to factor in these other numbers.
How do you edit an employee punch, can this be done the day of the punch before they are clocked out?
Would it be a possibility to add a fingerprint reader instead of the cards? Employees just keep losing or damaging them.
It would also be very nice to have at least the choice to turn off the need for a card, and allow that trust level to be set by the owners.
Jason - You are not required to use the employee cards, you can give your employees access to "Reports" --- "Time Card" if you want, but then they can enter whatever times they want. The point of the cards is to protect the business. As for thumb print, we probably will not add this since people would be required to purchase additional hardware. The reason we use the barcode scanner and credit card swiper is because most business will already own one or the other. We also can't use the finger print scanner on mobile devices as this will defeat the entire purpose of clock-in / clock-out which is verifying the employee is on the premises and not a home or somewhere else.
Thank you for adding the feature to be able to enter time clock entries without the card!
Is it possible to use the time cards with an ipad camera instead of purchasing the vagaro card reader? I know it can scan product barcodes...
Lori - We purposely do not allow Time Cards to be used with any mobile device because people could just clock in / out from anywhere, including at home. By having it based on computers at the salon only, this is prevented. This restriction was specially added after multiple complaints from businesses who had employees clocking in / out from home and getting an extra 30 minutes or more per day added to their time card.
Inasmuch as I agree with: "..because people could just clock in / out from anywhere, including at home. By having it based on computers at the salon only, this is prevented..." I would like to see this as an option the account owner can turn on/off.
I have remote and mobile employees that i do need to track their time, and it would be a useful feature if that choice could be left up to the individual business owners instead of a default feature.
The only way I have this currently working is as Kerry suggested a couple of posts above to manually enter the times they want, however if i want to take take that route this also assumes (and forces) me to give users a "higher" permission level than they should have, thus allowing them to change pricing at checkout, or even manipulate anyone's clockin/outs.
I love your program and the continuing updates and customer service is very friendly but I'm littke frustrated that you have to have usb to clock in be out when all we use is the ipad not desktop or Laptop so thus feature is useless to me but would be very helpful tracking my hours on 2 employees. I agree I think it should be up to the salon to decide which method suites them. I was willing to buy the mobile swiper and cards if it worked. So is there another way to track hours do when you do a payroll report it will automatically do it
Why can't you have the employee have the ability to clock in but not edit it without the scanner option. I've used this with other programs including Millennium and Spaware without issue.
I'm going to add my voice to this (apparently) ongoing saga of clocking in/out with a card and reader system. In Australia we don't even have the option of the card system so I can't use it even if I wanted it. This feature should be available to everyone in all countries this software is available with or without a card reader, certainly most people have a barcode reader and the ability to use any barcode. The previous comments are testament to the wishes of your users however I see the same excuses being given. Why not assume that business owners can overcome the issue of time thief's and give everyone the option to turn this feature on or off at their discretion.
I have to say as a business owner it is nice if an employee can clock in and out at their computer with the touch of a button. We also have a mobile service and the fact that they cant clock in and out leaves more of an error of wrote down times. ALSO Square is integrated with more than one software and this program needs to be updated. We are looking for new software now bc we cant do these simple two things.
I am a booth renter and need the ability to clock in and out without swiping. This will allow me to track my numbers easier. I would like that option
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